Office Associate

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Office Associate: Office of Research and Sponsored Programs

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

Office of Research and Sponsored Programs Office Associate

Official UW Title (Code) / Job Description: Administrative Assistant III

The Office Associate provides administrative support to the Office of Research and Sponsored Programs (ORSP) and serves as a central resource for office operations, records management, communications, internal funding administration, and event coordination. The position supports compliance tracking, internal grant administration, research-related communications, and institutional research initiatives while ensuring accurate records, efficient workflows, and high-quality customer service.

This position contributes to institutional audit readiness by maintaining records, monitoring administrative deadlines, supporting compliance-related communications, and assisting with documentation management. The Office Associate also assumes responsibility for administration of internal funding strings, budget transfers, and award reconciliations.

QUALIFICATIONS

Minimum / Required

• High School Diploma
• Administrative support experience in an office environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office applications.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Highly Desired/Preferred

• Associate degree
• Experience in higher education administration.
• Experience with records management, financial processing, or compliance documentation.
• Experience coordinating events, trainings, or communications.
• Familiarity with SharePoint, database systems, or electronic records management.

RESPONSIBILITIES

Administrative Operations and Records Management (35%)

• Maintain compliance, and reporting records within ORSP internal SharePoint systems and electronic filing structures.
• Organize and maintain HURON RAMP records, SharePoint repositories, and historical grant files.
• Assist with quarterly compliance audits by gathering documentation and preparing reports.
• Track sponsor reporting deadlines and distribute reminder notifications to project personnel.
• Maintain office dashboards, tracking spreadsheets, and reporting systems.
• Ensure records are organized, accurate, and readily accessible.

Internal Funding Administration (25%)

• Establish funding strings for internal research and scholarship awards.
• Process internal budget transfers and funding adjustments.
• Coordinate award reconciliations and spend-down activities for internal awards.

• Maintain records for Chancellor's Fund, Faculty Research Initiative, Student Research Grants, Celene Frey Fund, and other internal funding programs.
• Prepare and distribute award and declination notifications using standardized templates under the supervision/direction of the Research Program Coordinator.
• Serve as the primary administrative contact for internal funding processes.

Communications and Training Support (15%)

• Develop and distribute newsletters, funding announcements, and compliance reminders.
• Coordinate logistics for workshops, compliance trainings, Opening Week sessions, and New Faculty Development programs.
• Manage registrations, attendance records, and evaluation data.
• Maintain ORSP website content and marketing materials.
• Assist with preparation of annual reports and ORSP communications.

Research Day and Event Support (15%)

• Coordinate registration, communications, volunteers, and event materials for Research Day and other ORSP-sponsored events.
• Assist with event planning and implementation logistics.
• Support expansion of Research Day as a campus-wide showcase of scholarship and creative activity.
• Collect participation and assessment data for reporting purposes.

Office Support and Customer Service (10%)

• Provide front-line customer service to faculty, staff, students, and external partners.
• Schedule meetings and coordinate office activities.
• Assist with special projects and operational initiatives.

DEPARTMENT INFORMATION The mission of the Office of Research & Sponsored Programs (ORSP) at Wisconsin’s polytechnic university is to create and support a university culture that promotes research and assists the UW-Stout Polytechnic community in securing the funds to advance research, scholarship, industry collaboration, and other innovations. 

ORSP offers support to faculty, staff, and students in their research endeavors. We guide researchers through the pre-award funding process, offering support in proposal development, budget development, and submission.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, October 15, 2026 are ensured full consideration.  Applications submitted after October 15, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.  

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Official transcripts required at time of hire.

For questions regarding this position or recruitment, please contact:

Search Chair: Angie Ruppe

Email: [email protected]

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Diane Duerst

Email: [email protected]

ADDITIONAL INFORMATION

Minimum starting hourly rate of $19.00/hr, commensurate with qualifications and experience. 

A six-month probationary period is required

The University of Wisconsin-Stout Polytechnic does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Key Job Responsibilities:

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Prepares and audits complex records, edits documents, and reviews work done by others

• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

Guidelines to ensure consideration:    

• Applicants must complete all required fields and attach all required application materials.     

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.  

It is the policy of UW-Stout Polytechnic to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.   

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. 

• Employee Benefits:  https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout Polytechnic is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.